JAD Report

7/28/2019 JAD Report

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INTRODUCTION

Section Officer means an officer who is in direct charge of a Section. Section Officer has to

perform duties as directed by seniors. Draft laws, put up notes, prepare summaries, and manage

the relevant record and data of concerned department. Reply to letters, communicate with other

departments etc. He is the head of his concerned section. All the orders are issued by SectionOfficer after approval from the competent authority.

In Planning Commission of Pakistan, the employees are divided into seven sections, each headed

by one section officer.

The planning commission does not have a proper Job Description and Job Specification available

in the Human Resource Department due to which the purpose of doing this project is to develop

a comprehensive JD and JS for this position (Section Officer). The Job Description and

Specification is developed through multiple observations and 4 discussion sessions held with the

officers of different admins. The method used for analysis of collected data follows the C-Jam

Method (Combination Job Analysis Method) which is a hybrid method of Job Analysis, resulting

in the generation of both Task Statements and the KSAOs needed to perform the job. The task

statements were developed as a result of a number of meetings with the incumbents. The group


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meetings were not possible due to their busy schedule. The interview contained questions like

summary of the job, description of the last work day, the chain of command, and other questions

related to work. The workers were also asked if they perfrom duties other than what is mentioned

to them. The tasks are then grouped together under separate headings, grouping similar tasks

together. The list is ordered by the importance of each task as found through interviewing the

incumbents along with judgmental observations.

The total number of SMEs selected for interview was five for the purpose of this job analysis.

The SMEs are:

1. Mansoor Ahmed BajwaAdmin I

Technical wing80 employees

Energy wing23 employees

2. Hannan IshaqueAdmin III

166 employees

3. Muhammad Khalil ChaudhryAdmin IV

226 employees

4. Niaz Ali KhanAdmin V

210 employees

5. Askar KhanAdmin VI

53 employees


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PLANNING COMMISSION, PAKISTAN

Job Description

Job Title: Section Officer

Reports To: Deputy Secretary

Prepared By: Sidra Majeed, Waris Salman, Humad Hamid, Noor-ul-Ain, Zahra Saleem,

Sikander Azam

Approved By: Dr.Muhammad Khursheed (Joint Secretary)

Location:Pak secretariat block P Islamabad.

Pay Scale: BPS 17 and BPS 18

Date: 15th

May 2013

The section officer is responsible for promotion, transfer, retirement, grant of leave, medical

claims of in service and retired personnels, G.P funds, HBA, Motor car, motor cycle advances,

disciplinary actions, posting transfer, pay fixation, maintenance and completion of service books,

seniority, ACR record, pay and allowances, deputation, court cases and personal matters of

employees.

1. HANDLING STAFF CASES

a. Observing and evaluating employee performance.

b. Taking actions against employees in case of violation and disciplinary cases.

c. Monitor and direct the work of lower-level staff.

d. Handle personal cases of the staff.

e. Assisting higher authorities in case of promotion or demotion.

f. Grant of G.P. fund, House building, vehicle advances

JOB SUMMARY

DUTIES & RESPONSIBILTIES


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g. Medical reimbursement of in service and retired gazetted and non gazetted

employees of the respective cadre.

2. RECORD MAINTENANCE

a. Performance of general office duties, such as maintenance of service books, office

records, leave records, ACR dossiers and completion of personal files.

b. Review files, records, and other documents to obtain information to respond to

requests.

3. COMMUNICATION

a. Communicating in writing with other section officers, higher authorities and

subordinates.

b. Give presentations to the head or team on the status and issues at hand.

4. TRANSFERS

a. Handle requests for transfers

b. Assign staff to other officers.

5. OPERATING MACHINERY

a. Operate office machines such as personal computers, printers and scanners.

b. Compute, record, and proofread data and other information, such as records or

reports.

6. TRAINING

a. Shortlisting of candidates for training.


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For BPS 17, Masters Degree or equivalent from any HEC recognized institute and no experience

required

For BPS 18, Masters Degree or equivalent from any HEC recognized institute and 5 years

experience in BPS 17 or equivalent in public sector.

KNOWLEDGE

The incumbents should have knowledge of the following areas:

Knowledge of business and management principles involved in strategic planning,

resource allocation, human resources modelling, leadership technique, production

methods, and coordination of people and resources.

Knowledge of the structure and content of the English language including the meaning

and spelling of words, rules of composition, and grammar.

Knowledge of principles and procedures of government procedures and rules of business

Knowledge of secretariat instructions, civil servant appointments, promotion and transfer

rules

SKILLS

The incumbent must demonstrate the following skills:

Excellent interpersonal skills

Team building skills

Analytical and problem solving skills

Decision making skills

Effective verbal and listening communications skills

Attention to detail and high level of accuracy

Very effective organizational skills

JOB SPECIFICATIONS

EDUCATION AND EXPERIENCE

KNOWLEDGE, SKILLS AND ABILITIES


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Effective written communications skills

Computer skills including the spreadsheet and word-processing programs, and e-mail at ahighly proficient level

Stress management skills

Time management skills

Trouble shooting skills

PERSONAL ATTRIBUTES

The incumbent must also demonstrate the following personal and clerical attributes:

Personal Attributes Clerical Attributes

Be honest and trustworthy

Be respectful

Possess cultural awareness andsensitivity

Be flexible

Demonstrate sound work ethics

Oral Comprehension

Speech Clarity

Written Comprehension Speech Recognition

Written Expression

Oral Expression

The unavoidable, externally imposed conditions under which the work must be performed and

which create hardship for the incumbent including the frequency and duration of occurrence of

physical demands, environmental conditions, demands on ones senses and metal demands.

Physical Demands

(The nature of physical effort leading to physical fatigue)

The Section Officer will spend long hours sitting and using office equipment and computers,

which can cause muscle strain.

Environmental Conditions

(The nature of adverse environmental conditions affecting the incumbent)

The incumbent is located in a busy office. The incumbent is faced with constant interruptions

and must meet with others on a regular basis.

Sensory Demands

WORK CONDITIONS


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(The nature of demands on the incumbents senses)

The incumbent must spend long hours in intense concentration. The incumbent must also spend

long hours on the computer entering employees record and other letter writing which requires

attention to detail and high levels of accuracy.

Mental Demands

(Conditions that may lead to mental or emotional fatigue)

There are a number of deadlines associated with this position, which may cause significant

stress. The incumbent must also deal with a wide variety of people on various issues.

Dependability: Job requires being reliable, responsible, and dependable, and fulfillingobligations

Integrity: Job requires being honest and ethical

Attention to Detail: Job requires being careful about detail and thorough in completing work

tasks

Cooperation: Job requires being pleasant with others on the job and displaying a good-natured,

cooperative attitude

Self Control: Job requires maintaining composure, keeping emotions in check, controllinganger, and avoiding aggressive behavior, even in very difficult situations

Concern for Others: Job requires being sensitive to others' needs and feelings and being

understanding and helpful on the job

Stress Tolerance: Job requires accepting criticism and dealing calmly and effectively with high

stress situations

WORK STYLE


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ANALYSIS

The CJAM Analysis was applied after collection of data from the job incumbents (Section

Officers at Planning Commission, Pakistan). In CJAM Analysis, there are 2 components:

1. Tasks statements are developed and importances of tasks are evaluated.

2. KSAOs needed to perform the tasks are developed and rated according to their

importance to job performance.

The task statements were collected from a number of SMEs and their importance was evaluated

using the data collected from the job incumbents asking them the tasks that think were more

critical.

THE TASK GENERATION MEETINGS

The task statements were developed as a result of a number of meetings with the incumbents.

The group meetings were not possible due to their busy schedule. The interview contained

questions like summary of the job, description of the last work day, the chain of command, and

other questions related to work. The workers were also asked if they perfrom duties other than

what is mentioned to them. The tasks are then grouped together under separate headings,

grouping similar tasks together. The list is ordered by the importance of each task as found

through interviewing the incumbents along with judgmental observations. Finally the tasks were

classified in different functional catergories, putting similar tasks under one head.

THE TASK RATING MEETING:

The next step was to rate the tasks we developed in the first step. Another session of interviews

were conducted. The tasks list was circulated among all the incumbents and they were asked toreview the list and check if there was something to add or edit. Once this was done, each task

was assigned a Task Importance Value (TIV) showing the importance and value of the tasks in

the daily work-load. From the functional categories summary, the tasks relating to handling staff

hold the maximum TIV which shows that these are considered the most difficult and critical part

of the job. After the task analysis, the Job incumbents were asked to list down the KSAOs that


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they think are required for performing each task. The KSAOs were listed and the important ones

were analyzed on BPST Scales to evaluate if they were necessary requirements of the job,

practical in nature, critical and superior in relation with other KSAOs.

Task statements:

The Task Importance Value (TIV) is calculated on a scale of 2-14 with 14 as its maximum value

showing peak importance of the task.

Handle personal cases of the staff.

Difficulty Importance TIV = Difficulty + Importance

1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

Observing and evaluating employee performance.


1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

Grant of G.P. fund, House building, vehicle advances


1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14


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Medical reimbursement of in service and retired gazetted and non gazetted employees of

the respective cadre.


1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

Monitor and direct the work of lower-level staff.


1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

Taking actions against employees in case of violation and disciplinary cases.


1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

Assisting higher authorities in case of promotion or demotion.


1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14


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Performance of general office duties, such as maintenance of service books, office



1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

Review files, records, and other documents to obtain information to respond to requests.


1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

Communicating in writing with other section officers, higher authorities and

subordinates.


1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

Give presentations to the head or team on the status and issues at hand.



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1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

Operate office machines such as personal computers, printers and scanners.


1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

Compute, record, and proofread data and other information, such as records or reports.


1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

Shortlisting of candidates for training.


1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

Handle requests for transfers



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1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

Assign staff to other officers.


1 2 3 4 5 6 7 1 2 3 4 5 6 7 2 3 4 5 6 7 8 9 10 11 12 13 14

The listed tasks can be summarized in their respective functional categories as:

FUNCTIONAL CATEGORIES

TASK

IMPORTANCE

VALUE

1. HANDLING STAFF CASES







Medical reimbursement of in service and retired gazetted and non gazetted

employees of the respective cadre.

13

13

12

12

10

9

7

2. RECORD MAINTENANCE

Performance of general office duties, such as maintenance of service books,

office records, leave records, ACR dossiers and completion of personal files. 12


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Review files, records, and other documents to obtain information to respond

to requests. 9

3. COMMUNICATION


subordinates.


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4. TRANSFERS

Handle requests for transfers.


8

6

5. OPERATING MACHINERY


Compute, record, and proofread data and other information, such as records

or reports.

9

7

6. TRAINING

Shortlisting of candidates for training. 10

GENERATION OF KSAOS

During the next phase of the C-JAM Analysis, we invited the job incumbents to list down the

KSAOs (Knowledge, Skills, Abilities and Other Attributes) required for each stated task.

Although the KSAOs generation is useful for personnel selection and training, we have included

it as an additional component in our analysis.

The KSAOs listed down by the SMEs for each functional job are given below:


Knowledge Skills Abilities

Other

characteristics

Operational

systems and

procedures

Keyboard data

entry

Communication

Organize and

plan work

(observed at

Cope in stressful

environments

Handle complex


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Administrative

practices

skills

Record keeping

skills.

work)

Analyze

situations,

programs and

problems

Communicate

orally and in

writing

tasks



Other

characteristics

Administrative

practices

Communication

skills

Record keeping

skills.

Good

observation

Analyze

situations,

programs and

problems

Communicate

orally and in

writing

Good interpersonal

skills


Knowledge Skills AbilitiesOthercharacteristics

Operational

systems and

procedures

Administrative

Communication

skills

Record keeping

Analyze

situations,

programs and

problems

Cope well in

stressful

environments

Handle complex


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practices skills Communicate

orally and in

writing

tasks

Handle multiple

work assignments

Trouble shootingskills

Medical reimbursement of in service and retired gazetted and non gazetted employees of

the respective cadre.

Knowledge Skills AbilitiesOthercharacteristics

Operational

systems and

procedures

Administrative

practices

Keyboard data

entry

Communication

skills

Record keeping

skills.

Analyze

situations,

programs and

problems

Communicate

orally and in

writing

Handles complex

tasks

Good interpersonal

skills



Other

characteristics

Operational

systems and

procedures

Communication

skills

Organize and

plan work

(observed at

Conflict

Management


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Administrative

practices

work)

Analyze

situations,

programs and

problems

Communicate

orally and in

writing

Time Management

Copes well in

stressfulenvironments

Handles complex

tasks

Multiple work

assignments



Other

characteristics

Operational

systems and

procedures

Administrative

practices

Communication

skills

Record keepingskills.

Analyze

situations,

programs and

problems

Communicate

orally and in

writing

Copes well in

stressful

environments

Handles complex

tasks

Multiple work

assignments

Conflict

Management

Time Management



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Other

characteristics

Operational

systems and

procedures

Administrative

practices

Communication

skills

Listening skills

Good

Observation

Communicate

orally and in

writing

Handles complex

tasks

Multiple work

assignments

Performance of general office duties, such as maintenance of service books, office



Other

characteristics

Operational

systems and

procedures

Administrative

practices

Keyboard data

entry

Communication

skills

Record keeping

skills.

Organize and

plan work

(observed at

work)

Analyzesituations,

programs and

problems

Communicate

orally and in

writing

Copes well in

stressful

environments

Handles complex

tasks

Multiple work

assignments

Review files, records, and other documents to obtain information to respond to requests.


Other

characteristics


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Operational

systems and

procedures

Administrative

practices

Keyboard data

entry

Communication

skills

Record keeping

skills.

Organize and

plan work

(observed at

work)

Analyzesituations,

programs and

problems

Communicate

orally and in

writing

Copes well in

stressful

environments

Handles complex

tasks

Multiple work

assignments


subordinates.


Other

characteristics

Operational

systems andprocedures

Administrative

practices

Keyboard data

entry

Communication

skills

Record keeping

skills.

Language skills

Organize and plan work

(observed at work)

Analyze situations,

programs and problems

Communicate orally

and in writing

Copes well in

stressfulenvironments

Handles complex

tasks

Multiple work

assignments



Other


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characteristics

Operational

systems and

procedures

Administrative

practices

Keyboard data

entry

Communicationskills

Record keeping

skills.

Language skills

Organize and

plan work

(observed at

work)

Analyze

situations,

programs and

problems

Communicate

orally and in

writing

Copes well in

stressful

environments

Handles complex

tasks

Multiple work

assignments

Handle requests for transfers


Other

characteristics

Operational

systems and

procedures

Administrative

practices

Keyboard data

entry

Communication

skills

Record keeping

skills.

Organize and

plan work

(observed at

work)

Analyze

situations,

programs and

problems

Communicate

orally and in

writing

Copes well in

stressful

environments

Handles complex

tasks

Multiple work

assignments

Trouble shooting

skills



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Other

characteristics

Operational

systems and

procedures

Administrative

practices

Keyboard data

entry

Communication

skills

Record keeping

skills.

Organize and

plan work

(observed at

work)

Analyze

situations,

programs and

problems

Communicate

orally and in

writing

Copes well in

stressful

environments

Handles complex

tasks

Multiple work

assignments



Other

characteristics

Operational

systems and

procedures

Administrative

practices

Keyboard data

entry

Record keeping

skills.

Organize and

plan work

(observed at

work)

Multiple work

assignments

Compute, record, and proofread data and other information, such as records or reports.

Other


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Knowledge Skills Abilities characteristics

Operational

systems and

procedures

Keyboard data

entry

Communicationskills

Record keeping

skills.

Organize and

plan work

(observed at

work)

Communicate

orally and in

writing

Handles complex

tasks

Multiple workassignments

Shortlisting of candidates for training.


Other

characteristics

Administrative

practices

Subject

knowledge

Communication

skills

Record keeping

skills.

Analyze

situations,

programs and

problems

Communicate

orally and in

writing

Multiple work

assignments

Good interpersonal

skills

Next, the KSAOs generated are rated on the BPST Scales (Barely acceptable, Practical, Superior,

Trouble Likely).

The rating of most important selected KSAOs filled by the job incumbents is summarized below:


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KSAO Necessary Practical Likely

Trouble

Superior

from

Average

Operational systems andprocedures

Administrative practices

Keyboard data entry

Communication skills

Language skills

Interpersonal skills

Record keeping skills.

Writing skills

Analyze situations, programs and

problems

Communicate orally and in

writing

Technical Skills

Organize and plan work

(observed at work)

Copes well in stressful

environments

Team building skills

Trouble shooting skills

Handles complex tasks

Multiple work assignments

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

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Computer knowledge

Rules and regulation

To behave courteously with visitors

Time Management

Analytical and problem solving

skills

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

YES/NO

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PROBLEMS ENCOUNTERED/ LIMITATIONS

The problems and limitations of the project are listed below

Worker insecurity:

In the process of collecting information for the development of job analysis, the respondents

were very reluctant about providing the information. The respondents were insecure of who will

use the information and how will it be used as they had no buildup trust over us. Before

conducting any interview, the respondents were put to ease that the information is going to be

confidential and the purpose of the study was mentioned to them. Eventually, they wereconformable enough to provide the information but still they were not responding openly.

Time Constraints:

As the respondent were busy with their work schedule, length of interview was not long enough

to get all the information which was required. This issue increased the number of meetings

required to attain the data.

Flaws in job description:


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Job description, the major source of task and duties, is not well developed or the respondents

were not clearly informed about each small sub task they had to perform. Plus they were not

updated with time.

CONCLUSION

The purpose of this research was to design an effective job analysis for section officers. The

purpose of an effectual job analysis is that job analysis helps in analyzing the resources and

establishing the strategies to accomplish the business goals and strategic objectives. Effectively

developed, employee job descriptions are communication tools that are significant in an

organizations success.

Moreover, job analyses are conducted to obtain accurate, current, and reliable information about

jobs in order to make better employment and management decisions, to save money, to increase

productivity, and to comply with federal and state laws where adverse impact is found related to

prohibited discriminatory factors. Job analysis, as the foundation of selection procedures,

provides employers with a means to make sound, costeffective employment decisions. Selection

procedures based on a thorough job analysis are designed to identify the best qualified candidates

for a job.

Overall, the main purpose of conducting job analysis is to prepare job description

and job specification which helps the organization in hiring process. It is very important to hire

right quality of workforce. Job analysis determines the list of tasks, duties and KSAOs which are

essential for hiring the right person for the specific job.

REFERENCES

1. http://www.onetonline.org/link/summary/43-9061.00

2. www.openlearningworld.com/.../Job%20Analysis%20and%20Evalua...

3. http://www.bls.gov/ooh/office-and-administrative-support/general-office-clerks.htm
http://www.onetonline.org/link/summary/43-9061.00http://www.onetonline.org/link/summary/43-9061.00http://www.openlearningworld.com/.../Job%20Analysis%20and%20Evaluahttp://www.openlearningworld.com/.../Job%20Analysis%20and%20Evaluahttp://www.openlearningworld.com/.../Job%20Analysis%20and%20Evaluahttp://www.openlearningworld.com/.../Job%20Analysis%20and%20Evaluahttp://www.openlearningworld.com/.../Job%20Analysis%20and%20Evaluahttp://www.openlearningworld.com/.../Job%20Analysis%20and%20Evaluahttp://www.bls.gov/ooh/office-and-administrative-support/general-office-clerks.htmhttp://www.bls.gov/ooh/office-and-administrative-support/general-office-clerks.htmhttp://www.bls.gov/ooh/office-and-administrative-support/general-office-clerks.htmhttp://www.openlearningworld.com/.../Job%20Analysis%20and%20Evaluahttp://www.onetonline.org/link/summary/43-9061.00

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